Executive PA and Office Manager

4 weeks ago

Johannesburg, South Africa H&S Labour Brokers Full time
BASIC JOB DESCRIPTION

  • Monitor the administration budget, reconcile and prepare revised budget and reports weekly
  • Prepare and review various project plans. Provide support on special projects and initiatives as needed
  • Vendor management of travel providers, airlines, parking, car rental and hotel corporate agreements
  • Manage weekly reports for the CEO and GM, as required
  • Meeting Management - Ensure meeting resources (agenda, presentation decks, conference room size, technology needs, catering, etc.) are anticipated and provided for. Confirm meeting agenda and meeting owner to ensure success.
  • Communications and Presentations - Oversee daily preparation through collaboration with senior leaders in the company.
  • Draft content for review or review existing content for tone, clarity, and grammatical accuracy. Produce professional deliverables suitable for external use. Prepare for meetings and provide support with respect to various forms of external communication, not limited to e-mail, business documents, presentations, social media, and speeches.
  • Responsible for management of tender process from receipt to delivery and ensure that tender submissions represent the best possible response in terms of completeness, appropriateness
  • Ensure bookings are kept up-to-date, and maintained throughout the year and as changes occur
  • Attend meetings, communicate agendas, take notes, track action items, and hold stakeholders accountable.
  • Ensure that the priorities for the CEO and GM are cascaded to the appropriate administrative staff supporting key cross functional leads.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Assist in coordinating the agenda and presentation materials for senior management team meetings, off-sites, and all hands meetings.
  • Maintain and organize flies, records, and databases
  • Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining the cooperation of others; monitoring progress; problem-solving; and making adjustments to plans.
  • Develop and maintain a system that alerts executives to upcoming deadlines or events.
  • Process company-related expenses and purchases on behalf of the organization
REQUIRED MINIMUM WORK EXPERIENCE AND QUALIFICATIONS
  • University Degree or equivalent experience in a related field
  • 5+ years of high level experience supporting multiple senior level executives
  • Strong organizational skills reflecting the ability to perform and prioritize multiple tasks with excellent attention to detail and bias for action

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